Booth Setup Information

Palazzo dei Congressi – Piazza John Kennedy, 1 – 00144 Rome, Italy

ALL INFO TO BE ADDED SOON. COME BACK TO CHECK AGAIN.

Booth set up will occur on October 29th, 2025.

For security reasons, Sponsor company staff may enter the building starting from 5:00 PM, once the setup crew has finished assembling the booths.

Alternatively, if they only need to install banners or roll-ups, booth staff may access the venue on October 30th from 8:00 AM.

Below you will find all the necessary information to organize your booth, manage logistics, and comply with the venue’s regulations.

🔹 Materials Provided and Included in the Sponsorship

Each sponsor will be provided with:

✔️ 1 rectangular table (size: 140cm x 70cm)

✔️ 2 chairs per table

✔️ 1 dark-colored tablecloth

✔️ 1 power strip

BYO (Bring Your Own) Banners/Roll Ups

You can bring your own banners or roll ups, provided that they comply with the venue safety requirements and instructions, i.e. they carry the necessary certificates usually supplied by the supplier or available on their website. Important: to bring your own banners, please fill in this document and send it back to us. Banners or Roll Ups that do not have the adequate certification will not be accepted in the venue.

For any extra requests or material deliveries, please follow the instructions below.

BOOTH OPTIONAL CUSTOMIZATION

The costs for any customizations are at the sponsor’s expense. To check the options for your Sponsor Tier, please click the corresponding tab below:

PLATINUM EMERALD GOLD - 2 WALLS GOLD - 3 WALLS SAPPHIRE - 2 WALLS SAPPHIRE - 3 WALLS

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PLATINUM

Booth Size 20 Sq. meters (5×4)

3 Personalised Walls + 1 Top with company name/logo/image + lights

Price: € 4.645 including 22% VAT

Design specifications: Height 2.5 meters, Length: 4 Mts x 5 Mts.

Payment and file delivery: Supplier requires that we collect payments and materials, so please contact Antonio Bortolotti at VRWS – [email protected]

Please confirm by June 15th, 2025

FULL BOOTH PERSONALISATION

PLEASE NOTE: This option starts at about € 8-10K with a minimum fee of €1.500 to be paid to the Booth designer/architect for the project regardless of its finalisation. If you want a fully customised booth and a custom quote, please send full briefing of your required items together with budget available to [email protected] , [email protected] and copy [email protected] by June 15th, 2025. Please specify in the email title your booth # and that it is for the event “Vacation Rental World Summit 2025”. It is important that you specify a budget available for the supplier to know.

🏛 Venue – Contacts for Customized Requests

For any other requests related to:

Advertising materials to be created
Customized booth catering
Coffee machine rental
Additional furniture
Extra power supply
Etc.

The venue contact for these requests is:

📩 Davide Scoppa – Email: [email protected]

The costs for any customizations are at the sponsor’s expense.

📦 Logistics – Shipping and Material Delivery

⚠️ ATTENTION: Packages and promotional materials CANNOT be sent directly to the venue. They must be shipped to ExpoTrans, a local logistics provider, which will handle the management and transportation to the venue on the correct day and time.

📩 Contacts for Quotes and Delivery Coordination

Before sending any materials, you must contact ExpoTrans for a dedicated quote and to arrange the delivery.

📌 ExpoTrans Contacts:

📍 Marco Felicetti – 📧 [email protected]

📍 Adriano Pasquali – 📧 [email protected] | 📞 +39 335 311967

📍 Noemi – 📞 +39 342 1356732

📑 Rules for Material Shipping and Use

🍬 Food Products

✔️ You may bring chocolates, candies, or other packaged food items, provided they are:

Sealed in the original packaging
Clearly labeled with an expiration date
Accompanied by an ingredient list

📢 Promotional and Marketing Materials – Required Certifications

Before delivering materials to the venue, sponsors must provide the necessary certifications to the venue contact:

📩 Davide Scoppa – Email: [email protected]

📌 Certification Rules:

Advertising material smaller than A4: No certification required.
Advertising material larger than A4:
If it consists of prefabricated and transportable elements (e.g., roll-ups, flags, promotional banners), these are usually sold with a factory certification. This certification is typically found in the instruction manual or on the manufacturer’s website.
If the sponsor provides this certification, there will be no issues with approval.

📌 Conclusion

All sponsors are required to adhere to the above guidelines to ensure smooth organization and avoid logistical issues.

For any further clarification, please contact the designated representatives directly.

Thank you for your cooperation! 🚀

Booth Dismantling Information

Dismantling will take place on October 31 right after the end of VRWS, so from around 6:00 PM. It is NOT POSSIBLE to dismantle the booth on Nov. 1st.

EMERALD

Booth Size 12 Sq. meters (3×4)

3 Personalised Walls + 1 Top with company name/logo/image + lights

Price: € 3.164 including 22% VAT

Design specifications: Height 2.5 meters, Length: 3 Mts x 4 Mts.

Payment and file delivery: Supplier requires that we collect payments and materials, so please contact Antonio Bortolotti at VRWS – [email protected]

Please confirm by June 15th, 2025

FULL BOOTH PERSONALISATION

PLEASE NOTE: This option starts at about € 8-10K with a minimum fee of €1.500 to be paid to the Booth designer/architect for the project regardless of its finalisation. If you want a fully customised booth and a custom quote, please send full briefing of your required items together with budget available to [email protected] , [email protected] and copy [email protected]by June 15th, 2025. Please specify in the email title your booth # and that it is for the event “Vacation Rental World Summit 2025”. It is important that you specify a budget available for the supplier to know.

🏛 Venue – Contacts for Customized Requests

For any other requests related to:

Advertising materials to be created
Customized booth catering
Coffee machine rental
Additional furniture
Extra power supply
Etc.

The venue contact for these requests is:

📩 Davide Scoppa – Email: [email protected]

The costs for any customizations are at the sponsor’s expense.

📦 Logistics – Shipping and Material Delivery

📩 Contacts for Quotes and Delivery Coordination

Before sending any materials, you must contact ExpoTrans for a dedicated quote and to arrange the delivery.

📌 ExpoTrans Contacts:

📍 Marco Felicetti – 📧 [email protected]

📍 Adriano Pasquali – 📧 [email protected] | 📞 +39 335 311967

📍 Noemi – 📞 +39 342 1356732

📑 Rules for Material Shipping and Use

🍬 Food Products

✔️ You may bring chocolates, candies, or other packaged food items, provided they are:

Sealed in the original packaging
Clearly labeled with an expiration date
Accompanied by an ingredient list

📢 Promotional and Marketing Materials – Required Certifications

Before delivering materials to the venue, sponsors must provide the necessary certifications to the venue contact:

📩 Davide Scoppa – Email: [email protected]

📌 Certification Rules:

Advertising material smaller than A4: No certification required.
Advertising material larger than A4:
If it consists of prefabricated and transportable elements (e.g., roll-ups, flags, promotional banners), these are usually sold with a factory certification. This certification is typically found in the instruction manual or on the manufacturer’s website.
If the sponsor provides this certification, there will be no issues with approval.

📌 Conclusion

All sponsors are required to adhere to the above guidelines to ensure smooth organization and avoid logistical issues.

For any further clarification, please contact the designated representatives directly.

Thank you for your cooperation! 🚀

Booth Dismantling Information

Dismantling will take place on October 31 right after the end of VRWS, so from around 6:00 PM. It is NOT POSSIBLE to dismantle the booth on Nov. 1st.

GOLD - 2 WALLS

Booth Size 9 Sq. meters (3×3)

2 Personalised Walls + 2 sides Top with company name/logo/image + lights

Price: € 2.250 including 22% VAT

Design specifications: Height 2.5 meters, Length: 3 Mts x 3 Mts.

Payment and file delivery: Supplier requires that we collect payments and materials, so please contact Antonio Bortolotti at VRWS – [email protected]

Please confirm by June 15th, 2025

FULL BOOTH PERSONALISATION

PLEASE NOTE: This option starts at about € 8-10K with a minimum fee of €1.500 to be paid to the Booth designer/architect for the project regardless of its finalisation. If you want a fully customised booth and a custom quote, please send full briefing of your required items together with budget available to [email protected] , [email protected] and copy [email protected]by June 15th, 2025. Please specify in the email title your booth # and that it is for the event “Vacation Rental World Summit 2025”. It is important that you specify a budget available for the supplier to know.

🏛 Venue – Contacts for Customized Requests

For any other requests related to:

Advertising materials to be created
Customized booth catering
Coffee machine rental
Additional furniture
Extra power supply
Etc.

The venue contact for these requests is:

📩 Davide Scoppa – Email: [email protected]

The costs for any customizations are at the sponsor’s expense.

📦 Logistics – Shipping and Material Delivery

📩 Contacts for Quotes and Delivery Coordination

Before sending any materials, you must contact ExpoTrans for a dedicated quote and to arrange the delivery.

📌 ExpoTrans Contacts:

📍 Marco Felicetti – 📧 [email protected]

📍 Adriano Pasquali – 📧 [email protected] | 📞 +39 335 311967

📍 Noemi – 📞 +39 342 1356732

📑 Rules for Material Shipping and Use

🍬 Food Products

✔️ You may bring chocolates, candies, or other packaged food items, provided they are:

Sealed in the original packaging
Clearly labeled with an expiration date
Accompanied by an ingredient list

📢 Promotional and Marketing Materials – Required Certifications

Before delivering materials to the venue, sponsors must provide the necessary certifications to the venue contact:

📩 Davide Scoppa – Email: [email protected]

📌 Certification Rules:

Advertising material smaller than A4: No certification required.
Advertising material larger than A4:
If it consists of prefabricated and transportable elements (e.g., roll-ups, flags, promotional banners), these are usually sold with a factory certification. This certification is typically found in the instruction manual or on the manufacturer’s website.
If the sponsor provides this certification, there will be no issues with approval.

📌 Conclusion

All sponsors are required to adhere to the above guidelines to ensure smooth organization and avoid logistical issues.

For any further clarification, please contact the designated representatives directly.

Thank you for your cooperation! 🚀

Booth Dismantling Information

Dismantling will take place on October 31 right after the end of VRWS, so from around 6:00 PM. It is NOT POSSIBLE to dismantle the booth on Nov. 1st.

GOLD - 3 WALLS

Booth Size 9 Sq. meters (3×3)

3 Personalised Walls + 1 Top with company name/logo/image + lights

Price: € 2.581 including 22% VAT

Design specifications: Height 2.5 meters, Length: 3 Mts x 3 Mts.

Payment and file delivery: Supplier requires that we collect payments and materials, so please contact Antonio Bortolotti at VRWS – [email protected]

Please confirm by June 15th, 2025

FULL BOOTH PERSONALISATION

PLEASE NOTE: This option starts at about € 8-10K with a minimum fee of €1.500 to be paid to the Booth designer/architect for the project regardless of its finalisation. If you want a fully customised booth and a custom quote, please send full briefing of your required items together with budget available to [email protected] , [email protected] and copy [email protected]by June 15th, 2025. Please specify in the email title your booth # and that it is for the event “Vacation Rental World Summit 2025”. It is important that you specify a budget available for the supplier to know.

🏛 Venue – Contacts for Customized Requests

For any other requests related to:

Advertising materials to be created
Customized booth catering
Coffee machine rental
Additional furniture
Extra power supply
Etc.

The venue contact for these requests is:

📩 Davide Scoppa – Email: [email protected]

The costs for any customizations are at the sponsor’s expense.

📦 Logistics – Shipping and Material Delivery

📩 Contacts for Quotes and Delivery Coordination

Before sending any materials, you must contact ExpoTrans for a dedicated quote and to arrange the delivery.

EXPO TRANS

VIA A.G. EIFFEL 100 – P44

00148 ROMA

📌 ExpoTrans Contacts:

📍 Marco Felicetti – 📧 [email protected] | 📞+39 06 65005625

📍 Adriano Pasquali – 📧 [email protected] | 📞 +39 348 6113431

📑 Rules for Material Shipping and Use

🍬 Food Products

✔️ You may bring chocolates, candies, or other packaged food items, provided they are:

Sealed in the original packaging
Clearly labeled with an expiration date
Accompanied by an ingredient list

📢 Promotional and Marketing Materials – Required Certifications

Before delivering materials to the venue, sponsors must provide the necessary certifications to the us ([email protected]) by compiling this form and we will provide them to the venue contact:

📩 Davide Scoppa – Email: [email protected]

📌 Certification Rules:

Advertising material smaller than A4: No certification required.
Advertising material larger than A4:
If it consists of prefabricated and transportable elements (e.g., roll-ups, flags, promotional banners), these are usually sold with a factory certification. This certification is typically found in the instruction manual or on the manufacturer’s website.
If the sponsor provides this certification, there will be no issues with approval.

📌 Conclusion

All sponsors are required to adhere to the above guidelines to ensure smooth organization and avoid logistical issues.

For any further clarification, please contact the designated representatives directly.

Thank you for your cooperation! 🚀

Booth Dismantling Information

Dismantling will take place on October 31 right after the end of VRWS, so from around 6:00 PM. It is NOT POSSIBLE to dismantle the booth on Nov. 1st.

SAPPHIRE - 2 WALLS

Booth Size 6,25 Sq. meters (2,5×2,5)

2 Personalised Walls + 2 sides Top with company name/logo/image + lights

Price: € 1.635 including 22% VAT

Design specifications: Height 2.5 meters, Length: 2,5 Mts x 2,5 Mts.

Payment and file delivery: Supplier requires that we collect payments and materials, so please contact Antonio Bortolotti at VRWS – [email protected]

Please confirm by June 15th, 2025

FULL BOOTH PERSONALISATION

PLEASE NOTE: This option starts at about € 8-10K with a minimum fee of €1.500 to be paid to the Booth designer/architect for the project regardless of its finalisation. If you want a fully customised booth and a custom quote, please send full briefing of your required items together with budget available to [email protected] , [email protected] and copy [email protected]by June 15th, 2025. Please specify in the email title your booth # and that it is for the event “Vacation Rental World Summit 2025”. It is important that you specify a budget available for the supplier to know.

🏛 Venue – Contacts for Customized Requests

For any other requests related to:

Advertising materials to be created
Customized booth catering
Coffee machine rental
Additional furniture
Extra power supply
Etc.

The venue contact for these requests is:

📩 Davide Scoppa – Email: [email protected]

The costs for any customizations are at the sponsor’s expense.

📦 Logistics – Shipping and Material Delivery

📩 Contacts for Quotes and Delivery Coordination

Before sending any materials, you must contact ExpoTrans for a dedicated quote and to arrange the delivery.

📌 ExpoTrans Contacts:

📍 Marco Felicetti – 📧 [email protected]

📍 Adriano Pasquali – 📧 [email protected] | 📞 +39 335 311967

📍 Noemi – 📞 +39 342 1356732

📑 Rules for Material Shipping and Use

🍬 Food Products

✔️ You may bring chocolates, candies, or other packaged food items, provided they are:

Sealed in the original packaging
Clearly labeled with an expiration date
Accompanied by an ingredient list

📢 Promotional and Marketing Materials – Required Certifications

Before delivering materials to the venue, sponsors must provide the necessary certifications to the venue contact:

📩 Davide Scoppa – Email: [email protected]

📌 Certification Rules:

Advertising material smaller than A4: No certification required.
Advertising material larger than A4:
If it consists of prefabricated and transportable elements (e.g., roll-ups, flags, promotional banners), these are usually sold with a factory certification. This certification is typically found in the instruction manual or on the manufacturer’s website.
If the sponsor provides this certification, there will be no issues with approval.

📌 Conclusion

All sponsors are required to adhere to the above guidelines to ensure smooth organization and avoid logistical issues.

For any further clarification, please contact the designated representatives directly.

Thank you for your cooperation! 🚀

Booth Dismantling Information

Dismantling will take place on October 31 right after the end of VRWS, so from around 6:00 PM. It is NOT POSSIBLE to dismantle the booth on Nov. 1st.

SAPPHIRE - 3 WALLS

Booth Size 6,25 Sq. meters (2,5 x 2,5)

3 Personalised Walls + 1 Top with company name/logo/image + lights

Price: € 1.840 including 22% VAT

Design specifications: Height 2.5 meters, Length: 2,5 Mts x 2,5 Mts.

Payment and file delivery: Supplier requires that we collect payments and materials, so please contact Antonio Bortolotti at VRWS – [email protected]

Please confirm by June 15th, 2025

FULL BOOTH PERSONALISATION

PLEASE NOTE: This option starts at about € 8-10K with a minimum fee of €1.500 to be paid to the Booth designer/architect for the project regardless of its finalisation. If you want a fully customised booth and a custom quote, please send full briefing of your required items together with budget available to [email protected] , [email protected] and copy [email protected]by June 15th, 2025. Please specify in the email title your booth # and that it is for the event “Vacation Rental World Summit 2025”. It is important that you specify a budget available for the supplier to know.

🏛 Venue – Contacts for Customized Requests

For any other requests related to:

Advertising materials to be created
Customized booth catering
Coffee machine rental
Additional furniture
Extra power supply
Etc.

The venue contact for these requests is:

📩 Davide Scoppa – Email: [email protected]

The costs for any customizations are at the sponsor’s expense.

📦 Logistics – Shipping and Material Delivery

📩 Contacts for Quotes and Delivery Coordination

Before sending any materials, you must contact ExpoTrans for a dedicated quote and to arrange the delivery.

📌 ExpoTrans Contacts:

📍 Marco Felicetti – 📧 [email protected]

📍 Adriano Pasquali – 📧 [email protected] | 📞 +39 335 311967

📍 Noemi – 📞 +39 342 1356732

📑 Rules for Material Shipping and Use

🍬 Food Products

✔️ You may bring chocolates, candies, or other packaged food items, provided they are:

Sealed in the original packaging
Clearly labeled with an expiration date
Accompanied by an ingredient list

📢 Promotional and Marketing Materials – Required Certifications

Before delivering materials to the venue, sponsors must provide the necessary certifications to the venue contact:

📩 Davide Scoppa – Email: [email protected]

📌 Certification Rules:

Advertising material smaller than A4: No certification required.
Advertising material larger than A4:
If it consists of prefabricated and transportable elements (e.g., roll-ups, flags, promotional banners), these are usually sold with a factory certification. This certification is typically found in the instruction manual or on the manufacturer’s website.
If the sponsor provides this certification, there will be no issues with approval.

📌 Conclusion

All sponsors are required to adhere to the above guidelines to ensure smooth organization and avoid logistical issues.

For any further clarification, please contact the designated representatives directly.

Thank you for your cooperation! 🚀

Booth Dismantling Information

Dismantling will take place on October 31 right after the end of VRWS, so from around 6:00 PM. It is NOT POSSIBLE to dismantle the booth on Nov. 1st.

Booth set up will occur on October 2nd, 2024 from 8:00 AM to 6:00 PM.

Bronze Sponsors can set up from 4:00 PM.

You have the square meters available on your chosen plan which you can see here. Please note the partnership agreement you signed comprises the booth space only (there is no prefixed structure besides what specified as follows).

There is a 180×80 cm table (Platinum & Gold Sponsors), 150×80 cm (Sapphire & Bronze Sponsors) two chairs, table cloth, internet connection and electrical plugs.

Height for banners/Roll ups is max 2.5 meters.

You can also view the location of your Booth on the map below:

VRWS will be held at Alfândega do Porto – Rua do Alfandega, Porto, Portugal. If you have any material that you’d like to send to the venue (roll ups, banners, etc.) you can do so by sending them at the following address and specifying on the parcel your company name, and that it is for Vacation Rental World Summit on Oct. 3-4, 2024 and needs to be delivered to Alfandega do Porto on Oct. 2nd in the morning and NOT before that date:

Freight & Logistics

supplier DSV/Agility Portugal

contact Silvia Eloy

email: [email protected]

mobile: +351 916141569

https://www.agility.com/en/our-global-network/our-global-network-portugal/

If you want to contact an agency that sets up booths, and can support with everything related to booths, the venue recommends the following:

CBS – Creative Building Solutions, SA

contact: Nuno Abreu

e-mail: [email protected]

Tel: +351 936 267 519

https://www.cbs.pt/pt

Please make sure you arrange booth set up as soon as possible as CBS may not be able to meet your demand, should you contact them too close to the event (CBS is the recommended supplier from the venue as it’s reputable and trusted and as such it gets lots of assignments from several events all over Portugal).

Alternative booth set up suppliers:

Porto Design

Contact: Rui Silva

Email: [email protected]

Tel: +351 93 954 19 99

https://portodesign.pt

AUDIO/VIDEO SUPPLIER – Important: please contact this supplier asap and not last minute.

AUDIORENT – https://audiorent.pt

Claudia Barros

[email protected]

Rua Bernardino Machado, Nº 335

4445-036 Alfena | Portugal